Probation Lead Case Administrator - Edgartown District Court

Probation Lead Case Administrator – Edgartown District Court (2600049G) Position Summary

Performs more complex probation case data entry processes, runs data queries in Court Activity Record Information (CARI) system, compiles daily trial list, and provides administrative assistance within assigned office under limited supervision. Provides customer service to coworkers, lawyers, law enforcement, and the general public over the phone, electronically, and in person. Acts as a resource to other Probation Case Administrators. Case processing may be done using an electronic filing and/or case management system.

Works under the direction of a Department Head or their designee.

• Provides customer service to attorneys, litigants, law enforcement personnel, and the general public, including responding to unusual or complicated requests for information.
• Updates Masscourt System of identities and oversees corrections in CORI, CJIS for the purpose determining identity fraud and fixing mistakes in the CORI system.
• Compares data in various automated systems to determine status and ensure accuracy of information. Resolves discrepancies as needed. Ensures that proper records and folders are sent into court each day and coordinates missing cases with other offices.
• Reviews approved motions for release of criminal records for completeness, produces such records, or identifies issues for further review by a supervisor.
• Maintains a database on individuals referred to community service and other court programs and provides periodic reports.
• Coordinates the case processing responsibilities of Case Administrators and performs advanced case processing and data entry functions.
• Provides backup for Department of Revenue processing for court.
• Enters and updates restraining orders and harassment prevention orders.
• Runs indigency reports to assist Probation Officers for recommendation of appointment of counsel.
• Coordinates the workflow, provides technical assistance, answers questions, coordinates the collection and recording of information, the review of material prepared, and determines further actions to be taken.
• Coordinates the scheduling and calendaring of cases and/or violation hearings, may prepare and send notices to parties, determines the need for rescheduling within established guidelines, and communicates with other offices concerning hearing dates.
• Assists in identifying training needs of case processing staff and participates in the development and implementation of training programs.
• May assist in the collection and reporting of statistics concerning cases processed.
• Performs special projects, such as researching default cases to determine their status and the actions that need to be taken to resolve their status.
• Serves as backup to the (Supervisory) positions, as needed.
• Performs the duties of the Probation Case Administrator, as needed.
• Performs other duties as required.

• Ethics and Values:
  Communicates and demonstrates the ethics and values of the Trial Court.
• Mission Driven:
  Employees are fully committed to fulfilling the Trial Court and associated Departmental missions.
• Professional Development:
  Employees are committed to participating in ongoing Trial Court training and educational offerings to advance their professional development. Managers are equally committed to affording those opportunities to those they supervise as scheduling permits.
• Customer Service:
  Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.
• Applied Knowledge:
  Demonstrates knowledge of the procedures, manual and automated, related to the processing of all types of cases and the ability to process those cases from beginning to end.
• Problem Solving:
  Accurately assesses common operational problems and recommends and facilitates appropriate solutions.
• Commitment to Diversity:
  Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.
• Collaboration:
  
  Works with others cooperatively, and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.

• High School diploma or G.E.D. equivalency.
• Four (4) years of related work experience, preferably in case management.
• Equivalent combinations of education and experience will be considered for meeting minimum qualifications.

• Knowledge of modern office equipment and technology, including computers and applicable software.
• Knowledge of departmental and court policies and procedures.
• Knowledge of case processing using Mass Courts or other court-used automated case management system, such as CJIS, DOR, and DTA.
• Training in all of the procedures, manual and automated, related to all of the cases processed by the Probation Office.
• Skill in organization and time management.
• Skill in customer service.
• Skill in attention to…